Administrative Assistant (HR & Finance)

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Date: Feb 7, 2025

Location: Erlanger, KY, US, 41018

Company: Perfetti Van Melle

OVERVIEW

Perfetti Van Melle (makers of Mentos, Airheads, Dentyne, Trident and Bubblicious!) is one of the world's largest manufacturers and distributors of confectionery and chewing gum with global brands that are being enjoyed in more than 150 countries worldwide. We’re currently seeking an enthusiastic Administrative Assistant to join our growing team.  

 

WHAT YOU WILL DO

We are seeking a highly organized and proactive Executive Administrative Assistant to provide essential administrative support to the VP of Human Resources and CFO. This role will be key in managing day-to-day operations, ensuring seamless scheduling, travel coordination, and departmental support. The ideal candidate will have excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment. Some additional role responsibilities includes:

 

  • Manage VP of HR and CFO Outlook calendars.
  • Coordinate and attend HR and Finance department meetings, offsites, and other events, while maintaining confidential information that may be shared.
  • Coordinate domestic and international travel for VP HR, CFO, and others in HR & Finance as needed. May be complex, using AAA Agents, Concur Solutions, and other means as necessary.

  • Maintain department expenses, process monthly expense reports, manage incoming invoices related to expense reporting including submitting PO requests and approving invoices.

  • Order office supplies for Human Resources and Finance departments.

  • Prepare presentations, documents, and minutes for HR and Finance department meetings.

  • Team building event planning for Human Resources and Finance teams. Organize celebrations for employee Birthdays, company anniversaries, etc.

  • Oversee the new employee checklist and coordinate departmental relocations. Provide guidance on office assignments, computer access, and phone requirements. Order business cards for all departments. Create welcome signs for office doors and arrange departmental orientations for new hires.

  • Other Administrative support as needed.

WHAT WE NEED FROM YOU

  • 5+ years Administrative Assistant experience
  • High school diploma or GED required. Associates degree preferred.
  • Strong Microsoft Office skills : Office, Excel, Outlook, PowerPoint
  • Knowledge of SAP and Visio a plus
  • Excellent written and oral communication skills with the ability to communicate at all levels in a professional manner
  • Ability to multi-task and work independently to prioritize the completion of tasks
  • Detail oriented
  • Proven ability in handling sensitive and confidential information
  • Strong organizational skills and ability to meet deadlines
  • Ability to be flexible and willing to change with business needs
  • Team player that works well with a diverse group of people
  • Projects a positive image
  • Business acumen & experience working with vendors

WHAT WE OFFER

At Perfetti Van Melle, we are committed to fostering a diverse, equitable, and inclusive workplace, where all individuals, regardless of background or identity, are valued, respected, and empowered to contribute their unique perspectives to the sweet success of our candy-loving community. Additionally, we have a core value of Care For Our People and we are proud to offer benefit programs that support our team members' goals and well-being including:

  • PTO package including vacation, sick, personal, and pay it forward time off  
  • 13 paid holidays  
  • 401k with Company Match up to 8%, ranking in the top 1% of the country  
  • Annual Bonus potential and merit-based increases
  • Comprehensive Health Insurance
  • Annual Well-Being subsidy
  • Maternity & Paternity leave options   
  • Sam's Club or Costco annual membership reimbursement  
  • Tuition-Free College Program 
  • Modest monthly candy allotment (Airheads, Airheads Xtremes, and Mentos)


Nearest Major Market: Cincinnati

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